Choosing a new fabrication vendor shouldn’t feel like rolling the dice. But let’s be honest—it often does. You need parts made right, on time, and without the endless back-and-forth or surprise delays. That’s why understanding how to qualify a vendor is critical. So, how do you separate the shops that say they’re great from the ones that actually show up?
This guide breaks down exactly how to qualify a vendor before you hand over your prints (and your peace of mind). Let’s get into it.
Why Vendor Qualification Isn’t Just a Checkbox
You wouldn’t let just anyone work on your car—or your heart. So why trust any random fab shop with your production line?
Qualifying a vendor requires more than verifying certifications or skimming a sleek homepage. It demands insight into how they operate, communicate, and deliver when it counts. It’s about risk management. Delayed shipments, quality issues, or flat-out ghosting can derail your entire schedule. One missed tolerance can mean missed deadlines, failed inspections, and scrambling for a plan B.
Vendor qualification is your filter. The better your process, the fewer headaches you’ll have later.
How to Qualify a Vendor: 6 Must-Ask Questions
If you’re serious about finding the right fit, these six questions will tell you almost everything you need to know.
1. What’s Their Track Record?
Ask how long they’ve been in business, what industries they serve, and whether they’ve worked on projects similar to yours. Look for real-world experience—not just a list of buzzwords. Bonus points if they can show off repeat customers or provide references.
2. How Do They Communicate?
Do they respond quickly? Are their quotes clear and complete? If communication is a mess during the quote stage, it’s not magically going to improve after you send a PO. Good shops will be easy to reach and honest about what they can (and can’t) do.
3. Do They Own the Process or Farm It Out?
Lots of shops outsource parts of the job. While outsourcing certain processes isn’t inherently problematic, you should clearly understand which capabilities are managed internally and which are subcontracted.
That distinction often affects quality control, lead times, and accountability. In-house control usually means better lead times, better quality, and fewer surprises.
4. Can They Prove Their Quality Standards?
ISO certs are nice, but they’re just the start. Ask about inspection processes, tolerances, and how they handle first-article approvals. If they can’t walk you through their quality checks, keep walking.
5. What’s Their Lead Time Reality?
What do they say their lead times are—and what’s actually happening on the floor? A good vendor is upfront about production schedules and has backup plans when things go sideways. If they promise the moon, get ready to wait.
6. How Do They Handle Mistakes?
Every fabrication shop will encounter challenges—it’s inevitable in a real-world production environment. The real test is how they respond.
Do they acknowledge the issue, communicate quickly, and offer a clear corrective path? Or do they go quiet, shift blame, or delay resolution? A reliable vendor demonstrates accountability, even under pressure.
Shops that proactively address problems—and stand behind their work—signal a strong commitment to long-term partnerships. If they disappear when things go wrong, that’s a red flag you can’t afford to ignore.
The Shortcut to How to Qualify a Vendor Without Wasting Time
If you’re short on time (or patience), skip the fluff and start with these three questions:
- What work do you do in-house?
- Can I talk to a current customer?
- What happens when something goes wrong?
These will tell you more in 10 minutes than a 40-page presentation ever could. They also cut through the sales talk and get to the real story behind the shop.
Red Flags That Should Make You Run
Let’s be real—some vendors are all smoke, no torch. If you spot any of these, it’s time to walk:
- They can’t provide references or customer names.
- Their lead times seem too good (like, suspiciously good).
- They dodge questions about who does what and where.
- Their pricing feels like a steal—but nothing adds up.
Trust your gut. If it feels shady, it probably is.
Understanding How to Quality a Vendor
Understanding how to qualify a vendor goes far beyond scanning for ISO certifications or browsing a polished website.
It’s a process of safeguarding your production goals, timelines, and operational outcomes. When you partner with the right shop, your workflows become smoother, your teams more confident, and your output more reliable.
But choose poorly? That’s how seemingly strong projects unravel—through miscommunication, missed specs, or late deliveries that compound down the line.
Take the time to ask the right questions. The effort you invest now protects you from costly disruptions later.
Looking for a shop that checks the boxes?
If you’re ready to work with a team that values quality, communication, and keeping things real—reach out. We’d love to hear what you’re working on.